Structure and methodology for the use of a standard formatted file for electronic interchange Content and mapping specifications for the set of data elements used to communicate this information Methods for transferring the files to CRA

This talk is about option 1. Option 2 and 3 are covered in a separate session later today.

Healthcare provider collects and maintains patient-level information locally and submits selected data to the existing immunization information system (IIS) or other application Determine the level of vaccination data and by whom it will be collected; at minimum, core data elements must be collected Local application should have capability to collect core data elements Aggregate data must be consolidated at the Project Area prior to submission to CDC Local data collection requirements, such as clinical information about the shot, as well as the detailed data needed for jurisdictional analysis and tracking purposes is not in scope

In addition to the Data Exchange file structure and mapping, there are several guidelines for using CRA to report aggregate data to the CDC. These guidelines include information pertinent to public health at the federal level. Jurisdictions using IIS or other automated applications to collect person-level data will likely capture much more detail about the encounter than is required by the CDC. This detail may include clinical information about the shot, as well as data for jurisdictional analysis and tracking purposes. The guidelines for reporting aggregate data to the CDC using CRA are listed in the following sections.

Talking Point Fewer doses expected to be a very rare occurrence, perhaps if it was discovered that there was duplicate data entry, and the duplicate record were deleted.

Vaccine Type – The vaccine type value corresponds to the CVX code as published in the HL7 Standard Code Set CVX - Vaccines Administered (http://www.cdc.gov/vaccines/programs/iis/stds/cvx.htm). The CVX codes relevant to aggregate reporting of seasonal and avian influenza doses administered are listed here.

Aggregate Group Count Categories Priority Groups Dose Number

See the CRA User Guide for more information on notifications. The guide can be found on the CRA Exchange site (https://team.cdc.gov).

2.
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2
Purpose
• Provide detailed technical information
about using Data Exchange (Option 1)
to upload or message a data file to
CDC's CRA system for aggregate
reporting of doses administered during
a public health event.

5.
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Data Exchange Description
Option 1 – Upload
A Project Area uses its Immunization Information System (IIS) to capture clinical
data for vaccine doses administered and generates a data exchange file to
transmit aggregate counts of vaccine doses administered to the CDC.
Data Entry Specialist at Clinic /
POD
Point of Contact at Partner
Jurisdiction
Data Submission Option 1 (Partner)
• Personnel at local health
departments enter vaccine
administrations using the Project
Area’s IIS.
• The Project Area’s IIS must have
the capability to generate a data
exchange file containing aggregate
doses administered for the entire
Project Area.
Upload Report Method
• The Project Area POC uploads or
messages partner-level aggregate
file generated from IIS or other
system using CRA manual upload or
PHIN MS to report the aggregate
doses administered for the Project
Area to the CDC.
• Aggregate counts are automatically
confirmed when aggregate file is
accepted into the CRA system.

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Guidelines for Reporting Aggregate
Data
• Each Project Area sending data to the CRA system
is responsible for submitting one set of counts for
each reporting period that aggregates all the doses
administered for all clinics in the jurisdiction
• Reporting is required for each reporting period during
the event, even if no doses were administered
• Reporting period is based on the MMWR week;
defined as Sunday through Saturday
• Reporting is required by close of business on the
Tuesday following the end of the reporting period

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Full Replacement of Aggregate
Reports
• Full replacement of all aggregate counts
already submitted along with the new
aggregate counts is required for each
reporting period
• Each week, report the counts for the new
week plus the counts for all previous weeks
Aggregate counts are replaced based on a
match to the partner, event, start date, end
date, and vaccine type

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Mapping – Aggregate Section
#
Data
Element Description
Data
Type
Lengt
h
Req'
d
Valid Values /
Data Validation
1 Partner Project Area reporting the
aggregate counts.
Alpha
numeric
5 Yes Project Area ID
3 Start
Date
Start date of the reporting
time period for the aggregate
counts.
Date 10 Yes yyyymmdd
4 End Date End date of the reporting
time period for the aggregate
counts.
Date 10 Yes yyyymmdd
5 Vaccine
Type
Vaccine type for which the
counts apply.
Alpha
numeric
20 Yes CVX code for pandemic or
seasonal influenza vaccine
6 Total
Count
Total number of doses
administered for the Partner,
Event, Date Range, and
Countermeasure.
Integer Yes Validated against the sum of the
Doses Administered for the
Category Codes within each
Count Category. For example,
the sum of the Doses
Administered for all Priority
Group Category Codes reported
must equal the Total Count.

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Mapping – Counts Section
#
Data
Element Description Data Type
Lengt
h
Req'
d
Valid Values /
Data Validation
1 Count
Category
Code
Identifier for the counts
being collected within a
Count Category.
Alpha-
numeric
20 Yes If the Doses Administered for a
Count Category is zero, that
Count Category does not have
to be reported.
Pandemic Influenza
•All Priority Groups
•Dose #
DAX 2008 (Seasonal Influenza)
•General Population Priority
Groups2 Doses
Administer
ed
Total number of doses
administered of the
vaccine type in the
partners’ jurisdiction
that corresponds to the
count category code.
Integer 10 Yes The sum of the Doses
Administered for the Category
Codes within a Count Category
is validated against the Total
Count in the Aggregate section
of the file.

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File Transfer Mechanism – PHINMS
• The automatic file transfer uses the Public
Health Information Network Messaging System
(PHINMS)
• PHINMS is available for Project Area
installation; CRA will facilitate connecting the
Project Area with PHINMS technical assistance
• If using PHINMS as a transport mechanism:
• Obtain and register a Party ID with CDC-CRA
• Confirm that you have a digital certificate to send
messages using PHINMS

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File Transfer Mechanism – Manual
• The manual file transfer uses an upload user interface
within the CRA system
• If using manual file transfer, confirm that the user who
will be uploading the file:
• Has an SDN digital certificate
• Is assigned to the CRA Application SDN activity
• Is a valid user in the CRA application having the
Public Health Administrator (PHA) role for their
Partner Jurisdiction

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File Transfer Mechanism – Process
• CRA will email user of success or failure of receipt of
file
• Upon successful receipt, the file is validated to
determine if there are any errors inside the file
• If the file passes validation, the data is loaded into
CRA and made available for further analysis
• Aggregate counts are automatically confirmed, or
verified, when aggregate file is accepted into the
CRA system
• CRA will notify user of success of failure of validation
processing
• Failure notifications contain the information needed
by the sender to correct the error and try again

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Implementation
• Select the content format your system will
use (Pipe Delimited, XML, HL7)
• Select the transport mechanism your system
will use to transfer information (Message,
Upload)
• Develop any necessary code to create the
selected file format and transport the file to
CRA
• Send a test file for evaluation after
development of code